Letter of Bid

The Bidder must submit the Letter of Bid on its letterhead clearly showing the Bidders complete name and address.

Date: ...................................................
Bidding No.: ...................................................
Invitation for Bid No.: ...................................................

To:

National Automotive Testing and R&D Infrastructure Project (NATRIP)

3rd Floor, Bhisma Pitamah Marg,
NBCC Place, South Tower,
Lodhi Road, New Delhi-110003

We, the undersigned, offer to perform, execute and implement the Works in accordance with your
Invitation for Bids dated .. and our Technical Proposal and declare that:
(a)

We have examined and have no reservations to the Bidding Documents, including Addenda
issued in accordance with Instructions to Bidders (ITB) Clause 8;

(b)

We offer to execute in conformity with the Bidding Documents the following Works:
...................................................................................................................................................................

(c)

The total price of our bid, excluding any discounts offered in item (d) below is:
...................................................................................................................................................................

(d)

The
discounts
offered
and
the
methodology
for
their
application
are:
.............

(e)

Our bid shall be valid for a period of 180 (one hundred and eighty). days from the date fixed
for the bid submission deadline in accordance with the Bidding Documents, and it shall
remain binding upon us and may be accepted at any time before the expiration of that period;

(f)

If our bid is accepted, we commit to submit a performance security in accordance with the
Bidding Document;

(g)

We, including any subcontractors or suppliers for any part of the Contract, do not have any
conflict of interest in accordance with ITB 4.2;

(h)

We are not participating, as a bidder or as a subcontractor, in more than one bid in this
bidding process in accordance with ITB 4.2;

Bidding Document

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(i)

Our .., affiliates or subsidiaries, including

any Subcontractors or Suppliers for any part of the Contract, has not been declared ineligible
under the Employers country laws or official regulations;

(j)

We have paid, or will pay the following commissions, gratuities, or fees with respect to the
bidding process or execution of the Contract: 1
Name of Recipient

(k)

(l)

Address

Reason

Amount

.........................................

.......................................

...............................

....................

.........................................

.......................................

...............................

................... .

We understand that this bid, together with your written acceptance thereof included in your
Letter of Acceptance, shall constitute a binding contract between us, until a formal contract is
prepared and executed;

We understand that you are not bound to accept the lowest evaluated bid or any other bid that
you may receive; and

(m)

If awarded the Contract, the person named below shall act as Contractors Representative:

________________________________________________________________________

Name .................................................................................................................................................................
In the capacity of .............................................................................................................................................
Signed ...............................................................................................................................................................
............................................................................................................................................................................
Duly authorized to sign the bid for and on behalf of .................................................................................
Date ...................................................................................................................................................................
............................................................................................................................................................................

If none has been paid or is to be paid, indicate none.

Bidding Document

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FORM POA -

FORM OF POWER OF ATTORNEY

KNOW ALL MEN BY THESE PRESENTS, that [name of the bidder], having its registered office at
[please provide address] and acting through its [please insert designation], [please insert name], hereby
authorise and appoint
[Name of Authorised Signatory]
[Address]
with the full power of substitution, and as its/their agent and attorney-in-fact and confer upon such
agent and attorney, in fact, all the powers and authority in the name and on behalf of [name of the
bidder], to do the following acts:
(i)

To finalise, execute and deliver the bid and any documents, certificates and details on behalf of
[name of the bidder] with NATIS in response to the Bidding Documents issued by NATIS for the
Works dated [Please insert date].

(ii)

To make corrections, alterations, execute and sign any documents/ certificates and the Contract
and to enter into discussions and negotiations with NATIS, make alterations to the bid and any
documents, certificates/ Contract and make commitments and undertakings for the selection of
[name of the bidder] as the Contractor in response to the Bidding Documents issued by NATIS
for the Works dated [Please insert date].

(iii)

To undertake all such other actions as may be required in furtherance of (i) and (ii) above.

IN WITNESS WHEREOF, I have here unto set my hands, on this [please insert day] day of [please insert
month], 2008

By: _______________
Name: [please insert name]
Designation:
Address:

Notary Public

Bidding Document

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FORM LOU -

FORM of LETTER of UNDERTAKING

[On the letterhead of the bidder]

LETTER OF UNDERTAKING
Date:
To:
NATRiP Implementation Society (NATIS)
[ ]
Re:
Construction of balance works of all other test tracks (other than high speed track) for
Automotive Test Tracks for National Automotive Test Tracks (NATRAX) at Pithampur (near Indore)
The undersigned bidder acknowledges that the bidding Document issued to the bidder is confidential
and personal to the undersigned bidder and the undersigned bidder hereby undertakes and agrees as
follows:
1.

That the undersigned bidder shall maintain the confidentiality of Confidential Information
(defined hereinafter) in accordance with procedures adopted by the undersigned bidder in good
faith to protect confidential information of third parties delivered to undersigned bidder,
provided that the undersigned bidder may deliver or disclose Confidential Information to the
undersigned bidders authorized representatives who agree to hold confidential the Confidential
Information substantially in accordance with the terms of this Undertaking,

2.

Confidential Information means the Bidding Document and everything contained therein, all
documentation, data, particulars of the Works and technical or commercial information made by
(or on behalf of) NATRiP Implementation Society (NATIS) or obtained directly or indirectly from
NATRiP Implementation Society (NATIS) or its representatives by the undersigned bidder or
which is generated by the undersigned bidder or any information or data that the undersigned
bidder receives or has access to, as a result of the Bidding Document, as being confidential
information of NATRiP Implementation Society (NATIS), provided that such term does not
include information that (a) was publicly known or otherwise known to undersigned bidder
prior to the time of such disclosure, (b) subsequently becomes publicly known through no act or
omission by undersigned bidder or any person acting on undersigned bidders behalf.

3.

The undersigned bidder shall not at any time whatsoever:

(i)

Bidding Document

Disclose, in whole or in part, any Confidential Information received directly or indirectly

from the NATRiP Implementation Society (NATIS) to any third party.
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(ii)

4.

5.

Reproduce, publish, transmit, translate, modify, compile or otherwise transfer the

Confidential Information.

In case the bid of the undersigned bidder is not accepted and immediately upon the acceptance of
the bid of any of the other bidder, the undersigned bidder, shall:
(i)

Return all Confidential Information including without limitation, all originals, copies,
reproductions and summaries of Confidential Information; and

(ii)

Destroy all copies of Confidential Information in its possession, power or control, which
are present on magnetic media, optical disk or other storage device, in a manner that
ensures that the Confidential Information is rendered unrecoverable.

The undersigned bidder shall certify to the NATRiP Implementation Society (NATIS) that it has
returned or destroyed such Confidential Information within two (2) days of such a request being
made by NATRiP Implementation Society (NATIS).

Name of bidder

Bidding Document

Signature of Authorised Representative

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Bill of Quantities (BOQ)

Preamble
1.

These Bill of Quantities should be read in conjunction with the relevant clauses and sections of
the Bidding Document.

2.

The Specifications (Section- 6A for Package A(Pithampur) include descriptions, specifications of

materials, construction methods, methods of measurement, drawings and pay items.

3.

Quantities in the Bill of Quantities are estimated and provisional and are given to provide a
common basis for bidding. The basis of payment will be the actual quantities of work ordered
and carried out, as measured by the Contractor and verified by the NATIS Representative and
valued at the rates and prices tendered in the priced Bill of Quantities, where applicable, and
otherwise at such rates and prices as the NATIS Representative may fix within the terms of the
Contract.

4.

The rates, percentages and amounts tendered in the Bill of Quantities shall, except insofar as it is
otherwise provided under the Contract, include all constructional plant and equipment, labour,
supervision, materials, erection, maintenance, overheads, insurances, profit, taxes, value added
tax (VAT), duty etc., together with all general risks, liabilities and obligations set out or implied
in the Contract.

5.

The rates and prices shall be quoted entirely in Indian Rupees.

6.

A rate or price shall be entered against each item in the priced Bill of Quantities, where quantities
are stated. The cost of Items against which the Contractor has failed to enter a rate or price shall
be deemed to be covered by other rates and prices entered in the Bill of Quantities.

7.

The whole cost of complying with the provisions of the Contract shall be included in the Items
provided in the priced Bill of Quantities, and where no Items are provided the cost shall be
deemed to be distributed among the rates and prices entered for the related Items of Work.

8.

General directions of work and materials are not necessarily repeated or summarized in the Bill
of Quantities. References to the relevant sections of the Contract documentation shall be made
before entering prices against each item in the priced Bill of Quantities.
9. The Provisional Sums included and so designated in the Bill of Quantities shall be expended in
whole or in part at the instruction of the NATIS Representative in accordance with the
Conditions of Contract.

10.

All units of measurement shall be in Metric System. Different items of Works shall be measured
in accordance with the procedures set forth in the relevant sections of the Specifications and
Drawings read in conjunction with the Conditions of Contract.

11.

The bidder will be responsible for ensuring that the necessary tests and measurements are carried
out in order, so that the Works comply with the Specifications and Drawings. The Contractor
shall give a minimum of 24 hour (or such other time period as may be provided in the Conditions
of Contract) notice to the NATIS Representative for inspection of each item of Work, which is
due for testing. Any item of Work which is covered or buried without tests being carried out may
be rejected by the NATIS Representative.

12.

The unit rate of each item must be written both in figures and as well as in words. Discrepant will
be noted and corrected by the Employer in accordance with ITB 28.

13.

The described items of Works mentioned in the sheets hereinafter shall be executed in accordance
with the relevant specifications.

Bidding Document

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14.

Lump sum items of Works are a single item of works, which includes all works described in the
relevant specification clauses, and the bidder shall quote rate accordingly.

15.

A day work provision has been included to the probability of unforeseen work, outside the items
included in the (BOQ). Day works will be expended only upon the written instructions of the
NATIS Representative in accordance with the Conditions of Contract and the following:.
a.

Labour rates shall include all overheads, supervision and the provision of small tools.

b.

Equipment rates shall include for operator, fuel, lubricants and all overhead costs.

c.

Materials rates shall include:

i)

the invoiced price, freight, insurance, taxes, handling expenses, damage, losses, etc.,
and shall provide for delivery to store for stockpiling at the site.

ii)

the cost of hauling materials for use on work ordered to be carried out as daywork
from the store or stockpile on the Site to the place where it is to be used.

Bidding Document

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